Exporting your book to professional formats is the bridge between drafting and publishing. PDF & EPUB Export transforms a manuscript into a polished, distributable file for print and digital marketplaces. Whether you’re preparing a paperback for bookstores or a reflowable ebook for online platforms, mastering export settings gives you control over layout, typography, and reader experience. This guide walks through the essentials of configuring PDF and EPUB with confidence, focusing on practical steps and best practices to help your book look great everywhere it’s sold.
You’ll learn why export formats matter, how to set up your project for clean, consistent output, and which options produce the most professional results. Along the way, we’ll explore print-ready PDFs and Kindle-compatible EPUB files, highlight common workflows authors rely on, and unpack advanced techniques like styling, accessibility, and cover integration. The goal isn’t just a successful export—it’s a refined, market-ready publication that reflects your story’s quality.
“Finish strong: your export is the final craft step between your writing desk and your readers.”
Introduction
PDF & EPUB Export is the process of converting your manuscript into two industry-standard formats—PDF for print and EPUB for digital readers. PDF preserves layout exactly as designed, making it ideal for physical books and fixed-layout documents. EPUB is a flexible, reflowable format that adapts to screen sizes and user settings, making it perfect for ebooks sold through major platforms. Together, they cover the full spectrum of publishing needs—from bookstore shelves to mobile devices.
This matters for writers because the way your book appears is part of your storytelling. Clean typography, well-managed spacing, proper image placement, and accessible navigation all contribute to a seamless reading experience. A strong export also streamlines distribution: upload-ready files reduce back-and-forth with printers and retailers, helping you publish faster and with fewer headaches.
In this guide, you’ll learn how to access export tools, configure the most important settings, produce polished outputs for both formats, and troubleshoot common issues. You’ll also find tips for optimizing layout quality, metadata, and accessibility, so your book looks professional and meets retailer requirements.
Getting Started
To begin, open your project and locate the publishing or export panel. Look for a section labeled “Export,” “Publish,” or similar—this is where you’ll find options for PDF and EPUB. You can typically preview settings, choose templates, and define style controls for headings, body text, footnotes, and images. Once you understand the basics of these panels, you’ll be ready to create outputs that are both consistent and customizable.
Before your first export, do a quick project setup. Confirm that chapters use proper heading styles, that front matter (title page, copyright) and back matter (acknowledgments, about the author) are organized, and that images are placed where they belong with alt text. Good structural hygiene makes the export process faster and yields cleaner files. If you’re using preset themes, select one that suits your genre—serif for literary fiction, clean sans-serif for nonfiction, or a template designed for poetry, memoir, or academic works.
Within the publishing dashboard in StoryFlow, you’ll typically find both PDF and EPUB export controls in one place. Choose your format, then review the options for page size, margins, fonts, TOC generation, and metadata. Many writers start with the default settings and iterate; that’s perfectly fine. As you get comfortable, you’ll refine layouts, tweak typography, and add features like running headers and footers.
- Open the Export panel from your project’s main toolbar.
- Select either “Export to PDF” or “Export to EPUB.”
- Choose a layout preset or configure custom settings.
- Enter metadata (title, author, language, keywords, ISBN if applicable).
- Set front matter, back matter, and table of contents options.
- Review image handling: scaling, compression, and alt text.
- Preview your export, then generate your file.
- Test the file in a PDF viewer or an EPUB reader app to verify quality.
Invest a few minutes in proofing before you hit “publish.” Exported files should be checked on multiple devices and screen sizes. For print, examine margins, justification, hyphenation, and running headers. For ebooks, test reflow, font resizing, and dark mode. Catching small issues early saves time and improves reader satisfaction.
Key Benefits
Print-Ready PDFs
PDF is the gold standard for print because it preserves layout exactly. When you export to PDF, you can specify page size (such as 5.5" x 8.5", 6" x 9", or A5), margins, trim, and—if needed—bleed for full-bleed images. You can embed fonts to prevent substitution, control hyphenation to improve line breaks, and define widows and orphans to avoid awkward single lines at page beginnings or ends.
For professional printing, especially with print-on-demand services, a properly prepared PDF reduces the risk of rejection. Interior PDFs should have embedded fonts, correct trim size, consistent margins, and grayscale or CMYK images depending on your printer’s specifications. Covers may be provided separately as a full wrap PDF with spine, front, and back according to page count—your interior PDF should be a standalone file.
- Precise control over typography and spacing
- Reliable reproduction across printers
- Compatibility with print-on-demand platforms
Kindle-Compatible EPUB
EPUB is the industry-standard digital format for ebooks. Most major retailers accept EPUB directly, and platforms like Kindle convert EPUB to their internal format upon upload. Reflowable EPUB adapts to a reader’s device settings—font size, typeface, line spacing, and themes—providing a customized experience for each reader.
Exporting to EPUB ensures you have a versatile file that works across marketplaces, can be tested in common readers, and supports accessibility features like semantic headings, alt text, and a navigation document. For novels and narrative nonfiction, reflowable EPUB is usually the best choice; for comics, children’s books, or design-heavy nonfiction, a fixed-layout EPUB may be more appropriate.
- Retailer-friendly format with broad compatibility
- Accessible, responsive reading on phones, tablets, and e-ink devices
- Metadata support for discoverability and library systems
Professional Layout
A polished layout builds reader trust. Export tools help you apply consistent styles across headers, body text, block quotes, footnotes, and captions. Thoughtful spacing, alignment, and page break rules produce elegant pages for print and clean flow for ebooks. Using templates speeds layout and ensures your book has a cohesive visual identity.
Professional layout is about more than aesthetics. It affects readability, navigability, and perceived value. Well-structured content reduces cognitive load and keeps readers immersed in your story. With robust export options, even first-time authors can achieve a bookstore-quality finish.
- Template-driven consistency across the entire manuscript
- Customizable typography for genre-specific tone
- Smart rules for page breaks, widows/orphans, and hyphenation
Step-by-Step Tutorial
The following walkthrough covers a typical workflow, from manuscript preparation to upload-ready files. Adjust steps based on your book’s complexity and your preferred distribution channels.
- Clean your manuscript structure. Use heading styles for chapter titles and subheads. Convert manual formatting (extra spaces, manual page breaks) into style-driven rules so export can interpret structure correctly.
- Organize front matter. Include a title page, copyright page, dedication, and any legal notices. Keep front matter concise and professional; this content often appears in previews and sets expectations.
- Prepare back matter. Add acknowledgments, references, discussion questions, author bio, and links to your website or newsletter. Back matter is a prime location for reader engagement.
- Select a style template. Choose a layout preset that matches your genre. Templates control typography, spacing, and header/footer design; you can customize further later.
- Configure PDF settings. Pick trim size, margins, and line spacing. Enable widows/orphans control and hyphenation thoughtfully—too much hyphenation can be distracting, but it helps avoid rivers of white space in justified text.
- Embed fonts. Ensure your chosen fonts are embedded to avoid substitution. For print PDFs, embedding prevents unexpected changes and maintains brand consistency.
- Set up headers and footers. Add running headers with book title or author name, and page numbers. Keep them unobtrusive; elegance is subtle.
- Review images and figures. Choose appropriate resolution (typically 300 DPI for print, lower for ebooks to manage file size). Set alt text for accessibility and check captions for consistency.
- Configure EPUB settings. Ensure a navigation document (table of contents) is generated from your headings. Verify that metadata (title, author, language, keywords) is complete for discoverability.
- Test reflow behavior. Open your EPUB in multiple readers and adjust font size, line spacing, and theme (including dark mode) to ensure clean flow and contrast.
- Export PDFs and EPUBs. Generate both formats, then proof carefully. For print, confirm page count, trim size, and margins. For ebooks, test hyperlinks, cross-references, and images.
- Iterate and finalize. Fix any layout issues, typos, or spacing inconsistencies. Repeat export until the files meet your standards.
Example workflow: A historical novel uses a 6" x 9" trim size with serif body text. The author enables hyphenation and widows/orphans control to improve justification. They add running headers with the book title on the right pages and author name on the left, include decorative scene breaks, and ensure footnotes convert to endnotes in EPUB. After exporting, they verify readability on a Kindle app, Kobo reader, and an iPad, then upload the files to their selected platforms.
Throughout the process, take advantage of StoryFlow’s unified controls to keep PDF and EPUB styling aligned. Align chapter starts, ensure consistent scene breaks, and use global styles to avoid manual formatting. This approach keeps edits centralized and prevents drift between formats.
Advanced Techniques
Styling EPUB with CSS
EPUB uses HTML and CSS under the hood. If your export tools allow custom CSS, you can fine-tune typography, spacing, and special elements. Keep CSS simple and robust—remember that readers can override many settings (like font size), and some devices vary in support. Aim for clear, minimal rules that enhance structure without fighting device defaults.
- Define styles for headings, paragraphs, quotes, lists, and code (if applicable).
- Use relative units (em, rem) so layout adapts smoothly to reader settings.
- Avoid absolute positioning; embrace flow-based design.
Optimizing Images and Graphics
Images should be sized and compressed appropriately for each format. For print PDFs, target 300 DPI at final display size and consider CMYK color profiles if the printer requires them. For EPUB, downsample images to reduce file size while maintaining clarity on high-resolution screens. Use alt text for accessibility and descriptive captions that enhance context.
- Keep image dimensions aligned with page width in print to avoid unexpected scaling.
- For ebooks, consider vector SVGs for simple line art to stay crisp on all devices.
- Test images in dark mode to ensure text overlays remain readable.
Front Matter, Back Matter, and Navigation
Navigation is crucial in ebooks. Ensure the table of contents aligns with your chapter structure and includes sections like foreword and appendices if applicable. In print, use page numbering and clear section headings to guide readers. Consider placing a “Books by [Author]” page in back matter to cross-promote your catalog.
- Use semantic headings (H1 for main chapters, H2/H3 for subsections).
- Include a navigation document for EPUB and verify links.
- Consistent page numbering and running heads in print improve usability.
Accessibility and Compliance
An accessible book reaches more readers. Use descriptive alt text for images, clear headings, and sufficient color contrast in any embedded graphics. Provide meaningful link text (“Learn more about the author”) rather than generic “Click here.” For EPUB, include language metadata and ensure the reading order is logical.
- Alt text improves comprehension for screen reader users.
- Language and metadata assist library systems and search.
- Avoid text embedded in images when possible; screen readers cannot parse it.
Common Questions
What trim size should I pick for print PDFs?
Popular trim sizes include 5" x 8" for smaller fiction, 5.5" x 8.5" and 6" x 9" for most trade paperbacks, and A5 in some regions. Choose based on genre norms and printing costs. Confirm with your print-on-demand service’s recommendations.
How do I ensure my EPUB is accepted by retailers?
Keep EPUBs reflowable for text-heavy books, include complete metadata, generate a valid navigation document, and test in multiple readers. Most platforms accept clean EPUBs without issue; if a store flags a problem, check your headings, links, and embedded media compatibility.
Why do fonts look different on some devices?
EPUB readers allow users to change fonts, and not all fonts are embedded or supported equally. Maintain graceful fallbacks. For print PDFs, always embed fonts to preserve appearance.
Should I use hyphenation?
Hyphenation improves justified text by reducing awkward spacing, especially in narrow columns or small trim sizes. Use it carefully—too much hyphenation can be distracting. Balance based on your genre and layout.
What about page breaks and chapter starts?
Insert page breaks before each chapter in print PDFs and ensure chapters start on new screens in EPUB. Consistent chapter starts feel professional and aid navigation.
Can I include footnotes and endnotes?
Yes. In print PDFs, footnotes appear at the bottom of the page; in EPUB, consider converting footnotes to endnotes with hyperlinks for easier tapping. Keep note formatting unobtrusive.
How do I handle images for both formats?
Export print images at 300 DPI and ebook images at optimized resolutions to balance clarity and file size. Preview on devices to confirm quality. Use alt text in EPUB for accessibility.
My PDF was rejected by a printer—what now?
Verify trim size, margins, embedded fonts, and color profiles. Ensure there are no crop marks unless required. Check that the interior PDF is separate from the cover and that page count matches any spine calculations.
For general troubleshooting, open your files in standard viewers (Adobe Reader for PDFs; Apple Books, Kindle Previewer, or Calibre for EPUBs) to spot errors quickly. Tools that validate EPUBs can highlight structural issues—addressing them once saves time across platforms.
Real-World Applications
Indie Authors Launching Across Formats
Independent authors often release both paperback and ebook versions simultaneously. A streamlined export workflow lets them produce a print-ready PDF and a retailer-compliant EPUB from the same manuscript. By testing on multiple devices and ordering a print proof, they catch layout issues early and deliver consistent quality at launch.
This approach supports rapid iteration—when typos or minor edits arise, they update the manuscript, regenerate both formats, and republish quickly. The key is keeping styles centralized so changes ripple through cleanly.
Nonfiction with Figures, Tables, and Appendices
Nonfiction authors commonly include charts, tables, and references. For print PDFs, tables should be sized to avoid edge cuts, with readable type. For EPUB, consider converting complex tables into images with alt text or simplifying the layout to maintain readability on small screens.
Appendices and references benefit from robust navigation—clear headings, numbered sections, and hyperlinks in EPUB. Combined with well-managed back matter, this creates a professional, user-friendly experience.
Poetry and Design-Heavy Works
Poetry often requires precise line breaks and spacing. For print, fixed layout in a PDF preserves a poet’s typographic intent. For digital, reflowable EPUB can disrupt line breaks; consider fixed-layout EPUB or carefully tested CSS, keeping in mind retailer compatibility. Preview is essential—what works beautifully in print may need adjustments in digital.
Design-heavy books should plan images, captions, and page flow thoughtfully. Export options that control bleed, margins, and image placement provide the finesse needed for a polished presentation.
Conclusion
PDF & EPUB Export is where your manuscript becomes a publishable book. By mastering settings for page size, typography, images, and navigation, you can create print-ready PDFs and retailer-friendly EPUBs that meet professional standards. The process isn’t complicated, but it rewards attention to detail—strong structure, clear styles, and thorough testing lead to excellent results.
With StoryFlow’s export tools, you can align print and digital outputs, iterate quickly, and deliver a consistent reading experience across platforms. Start with the basics, adopt best practices, and refine over time. Your story deserves a presentation as thoughtful and compelling as the words themselves—and now you have the workflow to make it happen.